CHECKLIST ON THE REQUIRED DOCUMENTS FOR PROCESSING PAYMENTS AND FUND RELEASE WITHIN THE UR SWEDEN PROGRAM.
 


The following line provide required supporting documents and related processes to release funds within the UR-Sweden Program in accordance to UR regulations.
The checklist below intends to help the program improving its customer service and to reduce time required for funds release (and not necessarily the reduction of steps to be followed).
Usually funds are requested in one or more of these cases: Perdiem and/or accommodation allowance when travelling in country or mission fees when travelling outside country, payment of good and services purchased through the program, payment of air tickets, payment of PhD students fieldwork fees and disbursement of Research grants.
The funds release is done using either one of the two documents: a requisition form or a mission order form. The requisition form is used for payment of  good, services and international travel related expenditure.The mission order form is used to request the mission fee for staff travelling in country.
 

TRAVELS

1.    TRAVELS

1.1. In-country travel:

The law in Rwanda provides that staff travelling from their workplace to another place receives perdiem and accommodation if needed. The funds are released on the basis of an authorized & approved mission order document that used approved rates. Each subprogram has the program specific forms for mission orders;
Supporting documents for processing funds release of perdiem and accommodation fees for an in country travel for ordinary staff are:

  1. A recommended and authorized mission order form.
  2. Approved budget for the subprogram showing the budget line funding such expense
  3. Invitation letter or  a concept note explaining the purpose of the mission.

Supporting documents for processing funds release of perdiem and accommodation fees for an in country travel for PhD student are:

  1. A recommended and authorized mission order form
  2. Approved student individual overall budget covering the current financial year
  3. Recommendation letter from the Swedish Supervisor
  4. Detailed approved budget for that specific field work
  5. Approved Student study plan by supervisors

Note: The Mission orders are prepared by the team-leader and authorized by the line manager mandated to authorize missions (college principal or his/her appointee, the DVCs or their appointees). Before money is released from the program account the mission has to be recommended by the program coordination office
 
 
1.2. International Travel

The law in Rwanda provides clear guidelines on the mission fee provided to employees’abroad and the way they are calculated depending on the level of employment. The funds are released on the basis of an authorized & approved mission clearance document. Disbursement is used using a requisition form.

Supporting documents for processing funds release of mission fees, visa fee, insurance fees, for outside travels for ordinary staff are:

  1. Mission Clearance signed by the Vice Chancellor of the UR
  2. Filled requisition and mentioning the amount for the mission fees, duly calculated as per the government approved rates
  3. Approved budget for the subprogram
  4. Invitation letter
  5. Confirmation of funds availability from program coordination office
  6. Detailed program of the mission abroad.

Supporting documents for processing funds release of mission fees for outside travels for PhD student are:

  1. Mission Clearance or Valid Study leave signed by the Principal of the college or the Vice Chancellor
  2. Approved student individual overall budget covering the current financial year
  3. Recommendation letter from the Swedish Supervisor (if travelling for fieldwork)
  4. Detailed approved budget for that specific field work
  5. Confirmation of funds availability provided by the PCO
  6. Approved study plan covering current financial year

2.    Fieldwork by the PhD students
 
PhD students are requested to have a recommendation letter from their supervisor authorizing the fieldwork and present a small concept note that explains the objective of the fieldwork and the result that are expected to be achieved (a concept note template is already available).
 
PhD students will receive funds for fieldwork in installments on the research account opened in their name and will manage the fieldwork funds allocated to them. The PhD students are supposed to provide a report the Program Coordination Office before the next replenishment and would provide a report to the coordination. The following is description of the process and requirements:
 
Student opens a research bank account:

  1. The student presents to the bank the letter from UR DVC FA Office authorizing him to open a research bank account.
  2. The account has three signatories: The student manager, and the team leader of the subprogram, and research assistant becomes a third signatory and signs when the team leader is not available.

Before money is transferred to the bank account the student present a detailed fieldwork budget to the program coordination office. The budget is prepared according to the existing rules. Some of the rules relates to the following:

  1. Travel in country: follows mission rules
  2. Transport should benchmarked to existing cost at transport companies depending on the PhD student’s need.
  3. Equipment’s are purchased as per the need of the PhD student. However, the purchase of heavy equipment is subject to normal university procurement to ensure the right to ownership

Once the Budget is approved from the coordination office, funds are disbursed to the student research account.
The student spends the funds within the limit approved in the budget, deviation or reallocation have to be approved before by the PCO.
The student present receipts and a written report on funds usage before the account is replenished. Students are specially requested to present transport receipts from tax-registered companies.
Funds to travel outside the country as part of the fieldwork are not disbursed on the student’s research account instead the condition above for international travel do apply.
 
3.    PAYMENTS OF GOODS AND SERVICES
 
Payment of goods and services not exceeding Rwf 300,000 (To be purchased once in three months if the UR does not have a the framework agreement with the Supplier)

  1. Approved budget for the subprogram or individual budget for the PhD Student
  2. 1 Proforma invoice
  3. Filled and approved requisition form
  4. Approved purchase order
  5. Final Invoice
  6. Good received note(Bon de reception)

Payment of goods and services exceeding Rwf 300,000 (To be applied if UR has no framework agreement with the Supplier or if the items are not available on the existing framework contract or not earlier presented in the procurement plan)

  1. Request should be sent to the UR Tender committee
  2. The minutes from the UR Tender committee awarding the market
  3. Approved Purchase order or  Signed contract
  4. Final Invoice
  5. Good received not /certificate of satisfaction 

4.    THE PAYMENT OF AIR TICKETS
 
Requirements for PhD Students.The process is initiated by a request for the air ticket booking from the PhD student to PCO and a copy to the team leader at least two weeks before departure date

A requisition is prepared by the team leader once the PCO office has confirmed the ticket and presented an invoice to pay out. The requisition has the following supporting documents:

  1. Approved individual budget
  2. Confirmation of Sponsorship
  3. Yearly approved study plan

 Requirements for other University staff.The process is initiated by a request for the air ticket booking from the team leader to PCO at least two weeks before departure date
A requisition is prepared by the team leader once the PCO office has confirmed the ticket and presented an invoice to pay out

  1. Approved budget and activity plan of the subprogram
  2. Invitation letter 

5.    ORGANISTION OF THE MEETINGS OR WORKSHOPS.

  1. Concept note showing what are the objectives of the workshop/meeting  and what is expected from the workshop/meeting
  2. Invitation letters for the participants signed by the Principal of the College
  3. Approved detailed budget of the workshop by PCO
  4. Approved mission orders for the participants by the DVCs Office/College
  5. Filled requisition by the respective team leader 


6.    THE CONTRACTS FOR RESEARCH ASSISTANTS OR DATA CORRECTORS.

  1. Minutes showing the selection process of the Researchers or data collectors
  2. Application letters or CVs
  3. Approved individual budget for the PhD Student
  4. Contracts for the Researchers to be signed by the college and the PCO or Appointment letters by the college or school

 
7.    Payment for A DELIVERRED TENDER
 

  1. Contract signed by the DVC FA
  2. Minutes from the Tender committee explaining the tender process
  3. Invoice
  4. Delivery note
  5. Good received note
  6. Filled requisition
  7. Attach the approved budget covering the invoice 

 
 For further details contact the UR Sweden Program Coordination Office (PCO), Contact Person Alex Karara (a.karara@ur.ac.rw), and for the template contact Mr. Charles Gakomeye (c.gakomeye@ur.ac.rw).

PCO Checklist version 1 of 07-May-2015